Search Posts

Employee Timesheet Report – Detailed

Print Friendly, PDF & Email

The detailed Employee Timesheet Report shows each employee’s complete timesheet for the current pay period. Employee totals and a grand total of hours for the pay period are included along with the daily breakdown of hours worked.

The detailed Employee Timesheet Report shows daily timecard information for each of your employees, including the following items:

  • Name, ID, and Alternate ID
  • Days/dates worked
  • Time clocked in and out
  • Break time
  • Type of Break
  • Timeclock Overrides
  • Hours worked for the day
  • Total hours for the pay period
  • Grand total of hours for all employees on the report is included at the end of the report.

Printing the Report

Use the following steps to set up and print the Employee Timesheet Report:

  1. On the Main Menu, select Lubrication Menu.
  2. Select Employee Menu (5).
  3. Select Employee Reports Menu (2).
  4. Select Employee Timesheet Report (1) to receive the Employee Timesheet Report Control Screen.
Note: Before you print this report, make sure that you have set up the calendar with your pay periods. If your store is just starting up, make sure you have a P setup on the calendar for the pay period before you started using LubeSoft.
  1. Use the following field definitions to create a report according to your needs. These definitions will help you decide how to fill in the parameters on this screen.
Field Definition
Range of Dates Select the date or range of dates of information that you want to print on your report by typing the beginning date in the Low field and the ending date in the High field. Leave blank to default to the present pay period.
Employee ID Employee ID or range of employee IDs that you want to print. Leave blank to print timesheet information for all employees.
Print Time on Report Printing the time helps you identify the most current report when the same report is printed more than once during a day. This field defaults to Y to print the time on the report. If you do not want the time to print on a report, type N. We recommend that you always print the time on a report.
Summary Only This field appears for reports with both detailed and summary versions. Enter N to print the detailed report. We recommend printing a detailed report only if you need detailed information.
Duplex This field appears for terminals that have report type 2 enabled in the Set Up Printer Controls screen. Duplex mode enables printing on both sides of the paper.

Note: This will only function on printers that support Duplex mode.
Landscape This field appears for terminals that have report type 2 enabled in the Set Up Printer Controls screen. It prints horizontally on the paper.
Number of Printed Lines per Page This value tells the computer how many lines to print on each page of the report. A typical 11-inch page can contain up to 66 lines, but this field defaults to 60 to allow three-line margins at the top and bottom of the page.

If you type 0 (zero) in this field, the report header does not print and the form feeds do not work.
Total Number of Lines per Page This field indicates the length of the paper in the printer. A typical 11-inch page contains 66 lines. Your system interprets a 0 or 66 in this field to mean that standard 11-inch paper is loaded in the printer. Because a 66 causes a form feed to take more time, accepting the default, 0, is recommended.
Print Report To This field tells the computer where to send the report. The following list contains the different selections available for this field.

  • 0 Printer – Sends report to the terminal’s default report printer immediately. (Default)
  • 1 Screen – Provides an on-screen view of a report. This can be used as a preview before you print it or when a hard copy of the report is not needed. The function keys at the bottom of the on-screen version allow you to move around to view the entire report.
  • 2 Disk file – Useful when you want an electronic copy of the report. If you select this option, you receive a prompt to enter the name of the report file. The file that is created can be copied to a USB drive or viewed later. This option is for advanced computer users.
    • If you use this option, we suggest you precede your report name with /tmp/. For example, at the prompt to enter the report name for a customer list, you might type /tmp/custlist. This is a good storage directory for temporary files.
Command Line Options The line at the bottom of the screen contains commands to print the report and to save or change the report settings.

  • Save – Press [F4] to save the current settings for the report. This is useful if a report is generated repeatedly with the same options. Do not save date selections because they may not be useful in the future.
  • Start – Press [F7] to submit the report to print on the printer, on the screen, or in a disk file. (Reports print in the order they are submitted.)
  • Again – Press [F9] to return to the top of the screen. This allows you to change any of the information you have entered on the screen before you submit the report.
  1. Press [F7] to start the Employee Timesheet Report. When the processing is complete, you return to the Employee Reports Menu.

You can also set up this report on the Set Up Closing Processes screen (1-6-3) to print during closing processes.

Report Contents

Callout Item Description
1 Date Range Range of dates for the report information.
2 Employee Employee ID, name and Alternate ID.
3 Day Day of the week being reported.
4 Date Date being reported.
5 Start Time clocked in (format: HH:MM).
6 End Time clocked out (format: HH:MM).
7 Hours Total hours worked for the day including paid breaks. Hours are listed in decimals, not minutes. For example, .5 is 30 minutes.

Hours = Out – In – Lunch Break
8 Break Time designated as break time. Hours are listed in decimals, not minutes. For example, .5 is 30 minutes.
9 Type Type of employee’s break: PAID BREAK or LUNCH.
10 Override Auth Overriding Employee’s initials
11 System Time Changed – From  Time system was changed from. If this column has any values and is not blank, the time entry will need to be calculated manually.
12 System Time Changed – To Time system was changed to. If this column has any values and is not blank, the time entry will need to be calculated manually.
13 Employee Total  Total hours for the period for each employee. Hours are listed in decimals, not minutes. For example, .5 is 30 minutes.
14 Grand Total Total hours for the period for all employees. Hours are listed in decimals, not minutes. For example, .5 is 30 minutes.

If System time changes associated to the timeclock entry are displayed on this report, adjustments will need to be made to employee’s hour totals. It is recommended that you run an Employee Timesheet Report – Summary and compare hours for any employee that has data in the System Time Changed categories on this report.

Recommendations for Using This Report

This report keeps track of employee hours for payroll and accounting purposes. It should be run automatically at the close of each pay period and stored as the official timesheet. You may also want to have your employees verify their hours and sign the permanent record. See the summary version of this report for weekly totals of hours worked.

Beyond the Basics

It can be beneficial to run this report on a daily basis. By comparing it with the employee schedule, you can make sure individuals are working the appropriate hours and clocking out for breaks. You can also watch each employee’s total hours to prevent paying overtime. Both the View Daily Statistics screen and the Transaction Report include the total employee hours worked for a day. If you have a question about the total employee hours while looking at the daily statistics, this report is a good source of detail.